Front Desk in Peoria, Arizona at Mountain View Headache and Spine Institute PLLC

The Front Office Coordinator / Surgery Scheduler supports the patient service, scheduling, and administrative operations of Sonoran ASC. This position works closely with the Director of Nursing, providers, provider offices, and the clinical team to coordinate surgical schedules and ensure required patient information and documentation are available before each surgery day.

On surgical days, this employee staffs the check-in desk, welcomes patients and visitors, completes registration, verifies patient information, and communicates patient arrivals to the nursing team. Between surgical days, the employee confirms upcoming procedures, verifies insurance coverage, follows up on outstanding paperwork, prepares patient charts, and provides administrative support to the DON.

The ideal candidate is dependable, organized, detail-oriented, and comfortable managing multiple priorities while providing compassionate, professional service.

Front Office and Surgery-Day Check-In

• Prepare the front desk and registration materials before scheduled patient arrivals.
• Greet patients, family members, visitors, and vendors in a welcoming and professional manner.
• Check patients in for scheduled procedures, verify patient identification, and confirm demographic, contact, emergency contact, and insurance information.
• Obtain and scan identification cards, insurance cards, and other required registration documents.
• Assist patients with completing registration forms, privacy acknowledgments, financial agreements, and other administrative paperwork.
• Identify missing information or unsigned documents and coordinate with the appropriate team member to resolve outstanding items.
• Collect and document applicable copayments, deductibles, and other patient payments according to facility procedures.
• Notify the nursing team when patients arrive and are ready for the next step in the admission process.
• Communicate late arrivals, cancellations, registration delays, or other concerns to the DON and clinical team.
• Coordinate with nursing staff to provide patients and accompanying family members with updates on delays and answer administrative questions.
• Answer incoming calls, take accurate messages, and direct inquiries to the appropriate staff member.
• Maintain an organized reception area and protect patient privacy during conversations, registration, and document handling.

Surgery Scheduling and Coordination

• Coordinate surgical dates and times with provider offices and the DON, following approved scheduling procedures.
• Enter and maintain accurate scheduling information, including patient details, procedure information, provider, and other required case information.
• Assist the DON with preparing and distributing daily surgical schedules to authorized team members.
• Communicate scheduling changes promptly to provider offices, patients, and appropriate facility staff.
• Track cancellations, rescheduled procedures, and add-on cases, and update related records and schedules.
• Review upcoming schedules to identify missing information, incomplete paperwork, or unresolved administrative issues.
• Maintain a tracking system for scheduled cases and outstanding preparation items.
• Coordinate with the DON regarding scheduling conflicts or cases that require additional review before proceeding.

Patient Confirmation and Preoperative Communication

• Contact patients before their scheduled procedure to confirm the surgery date, procedure time, and required arrival time.
• Confirm patients have received facility-approved preoperative instructions and know how to contact the center with questions.
• Communicate approved administrative instructions regarding facility location, parking, identification, insurance cards, and required paperwork.
• Remind patients of transportation and accompanying-adult requirements according to facility instructions.
• Relay approved clinical instructions exactly as provided by nursing staff and refer questions requiring explanation or individualized guidance to the nurse or provider.
• Document completed calls, messages, contact attempts, patient responses, and concerns.
• Notify the DON of patients who cannot be reached, intend to cancel, report a change in their condition, or have unresolved questions affecting their scheduled procedure.

Insurance Verification and Financial Coordination

• Verify insurance eligibility and benefits before scheduled procedures using payer portals or telephone verification.
• Confirm that patient insurance information matches the information recorded in the registration and scheduling systems.
• Document verification results, reference numbers, applicable patient financial responsibilities, and other required information.
• Confirm whether authorizations or referrals are required and coordinate with provider offices, billing staff, or designated authorization personnel to obtain them.
• Track authorization status and ensure supporting information is available in the patient’s record.
• Identify discrepancies in coverage, authorization details, or patient information and follow up with the appropriate parties.
• Communicate unresolved insurance or authorization issues to the DON and designated billing or administrative staff before surgery day.
• Explain verified patient financial responsibilities within the scope of facility procedures and refer complex billing questions to the appropriate personnel.

Preoperative Chart Preparation and Document Tracking

• Prepare and organize patient charts using the facility’s established preoperative documentation checklist.
• Obtain required records from provider offices and other authorized sources, including:
  • History and physical examinations (H&P).
  • Medical clearances, when required.
  • Provider orders and supporting office notes.
  • Relevant laboratory results, diagnostic reports, and other requested records.
  • Consent documentation and required administrative forms.
• Review records for administrative completeness, correct patient identification, legibility, required dates, and missing pages or signatures.
• Follow up with provider offices regarding missing, incomplete, or outdated paperwork.
• Scan and upload records into the appropriate patient chart, ensuring documents are accurately labeled and filed.
• Track outstanding documents and provide the DON with updates on chart readiness.
• Flag documentation concerns for clinical review, including missing clearances, incomplete orders, or consent documents requiring completion.
• Ensure charts are organized and available to the clinical team before scheduled procedures.
• Coordinate requests for additional information identified by the DON or nursing team.

Administrative Support to the DON

• Assist with correspondence, document preparation, reports, spreadsheets, meeting materials, and other administrative assignments.
• Maintain organized scheduling records, contact lists, forms, and administrative files.
• Help maintain adequate supplies of registration forms and front office materials.
• Coordinate document requests and routine communication among the DON, provider offices, billing personnel, and facility staff.
• Assist with tracking case volume, cancellations, and other operational information requested by the DON.
• Support updates to front office checklists and administrative workflows as directed.
• Identify recurring administrative delays and communicate opportunities to improve preparation and patient flow.
• Perform other related duties as assigned.

This position regularly requires sitting, speaking, hearing, typing, and working at a computer for extended periods. The employee may occasionally be required to stand, walk, reach, bend, and lift or move office materials weighing up to 20 pounds.